chancery offices and savior pastoral center
TRANSCRIPT
Revised February 2015
Human Resources Handbook Chancery Offices and Savior Pastoral Center
Archdiocese of Kansas City in Kansas
12615 Parallel Parkway
Kansas City, KS 66109
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TABLE OF CONTENTS
ARCHBISHOP NAUMANN’S WELCOME MESSAGE ............................................. 3
ARCHBISHOP NAUMANN’S MAJOR PASTORAL GOALS................................... 4
ABOUT THIS HANDBOOK ........................................................................................... 5
ARCHDIOCESAN-WIDE POLICIES ........................................................................... 6
Harassment Policy. .................................................................................................... 6
Child Protection Policy. ............................................................................................. 6
Code of Ethical Standards. ......................................................................................... 6
Employment of Family Members .............................................................................. 6
EMPLOYMENT ............................................................................................................... 7
Equal Employment Opportunity ................................................................................ 7
Employment Classifications ...................................................................................... 8
Position Descriptions ................................................................................................. 9
Professional Development ......................................................................................... 9
Outside Employment ................................................................................................. 9
Access to Personnel Files......................................................................................... 10
Personal Data Changes ............................................................................................ 10
Keys and Access Cards ............................................................................................ 10
Employment Reference Checks ............................................................................... 10
TIME AND ATTENDANCE ......................................................................................... 10
Office Hours............................................................................................................. 10
Work Schedule for Employees ................................................................................ 11
Variations in Individual Work Schedules ................................................................ 11
Appointments ........................................................................................................... 11
Emergency Closures - Snow and Ice ....................................................................... 12
Flex Time ................................................................................................................. 13
Compensatory Time ................................................................................................. 14
Time Recording ....................................................................................................... 15
Payroll and Payroll Confidentiality ......................................................................... 15
COMPENSATION ......................................................................................................... 16 Pay Increases ............................................................................................................ 16
Reimbursement of Expenses .................................................................................... 16
Separation Pay for Employees ................................................................................. 17
Unemployment Insurance ........................................................................................ 17
BENEFITS ....................................................................................................................... 18
Employee Benefit Plans ........................................................................................... 18
Tuition Grant ............................................................................................................ 18
Workers' Compensation Insurance .......................................................................... 18
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TIME OFF BENEFITS .................................................................................................. 19 Vacation ................................................................................................................... 19
Sick Leave ................................................................................................................ 20
Holy Days and Holidays .......................................................................................... 21
Gift Days .................................................................................................................. 21
Family and Medical Leave (FMLA) ........................................................................ 22
Bereavement Leave .................................................................................................. 24
Jury Duty Leave ....................................................................................................... 24
OTHER POLICIES ........................................................................................................ 25 Whistle-Blower Protection....................................................................................... 25
Smoking in the Office .............................................................................................. 26
Substance and Alcohol Abuse ................................................................................. 26
Personal Appearance ................................................................................................ 27
Children and Other Guests in the Office.................................................................. 27
Pets in the Office ...................................................................................................... 27
Tornado Warnings ................................................................................................... 28
Fire and Other Emergency Evacuations .................................................................. 28
Confidentiality ......................................................................................................... 29
Copyright Protection ................................................................................................ 29
Technology Policy ................................................................................................... 29
Media Relations ....................................................................................................... 29
Cell Phone Policy…………………………………………………………………..30
EMPLOYEE ACKNOWLEDGEMENT FORM......................................................... 31
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To my coworkers of the Chancery offices and Savior Pastoral Center,
Thank you for choosing to serve the Church as an employee of the Archdiocese of
Kansas City in Kansas. Through your labors, you are helping to bring the message of the
Gospel to the people of northeast Kansas. Though the purpose of our work is of a higher
calling, we recognize the need for this Human Resources Handbook to guide the practical
concerns of our daily work life.
This Human Resources Handbook embraces the Archdiocese of Kansas City in Kansas
Mission Statement, founded upon the Gospel of Jesus Christ:
Who we are: We are the people of God of the Archdiocese of Kansas City in
Kansas made one in Christ through Baptism. We are a Eucharistic family of faith
called to live a personal relationship with Jesus Christ and to witness to His
Gospel message.
What we are called to do: Our mission is to pray and worship, to teach and
share Christ’s message, to nurture communities of faith, and to serve others in
Christ’s name as we journey with each other to the fullness of eternal life.
Let this handbook guide us to be loving, joyful servants of God who rejoice not only in
our holy work but in the companionship of those who serve with us.
Sincerely yours in Jesus, the Lord of Life,
Archbishop Joseph F. Naumann
Archdiocese of Kansas City in Kansas
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ARCHBISHOP NAUMANN’S MAJOR PASTORAL GOALS
1. Conversion – One of the essential missions of the Church is to bring individuals into contact with
Jesus Christ, allowing them to be transformed by the experience of His Love. The Church
accomplishes this in numerous ways but most especially through the sacramental life of the Church.
Therefore, the care and the fervor with which the Eucharist is celebrated is critical. Also, the
Sacrament of Reconciliation/ Confession is a remarkable tool for Catholics in continuing their
ongoing conversion. It is one of my desires to do all that I can to strengthen and renew love for the
Eucharist within the Archdiocese, as well as, to renew the practice of Sacramental Confession.
Also, retreat programs are an excellent way in which the Church facilitates conversion.
2. Evangelization – The mission that Jesus gave the Church was to go and make disciples. It is easy
for us as a Church to become internally focused. However, to really accomplish the mission that
Jesus has given to the Church we must always be seeking to invite others to know Christ and the
Gospel. In parishes this would particularly involve strong RCIA programs, as well as a variety of
initiatives to reach out to the unchurched within the community. It also is important for parishes to
seek out lapsed Catholics. Part of evangelization also involves making sure our parish communities
are inviting and welcoming to strangers.
3. Catholic education, in all its forms, has been a very important endeavor within the Archdiocese to
promote and support Catholic schools. This remains a huge priority for me. Catholic schools
provide environments where students, not only have the opportunity for formal religious
instruction, but receive all of their education in an environment that integrates faith into all the other
disciplines. One of the great challenges that the Church faces today is keeping Catholic education
affordable and accessible to everyone. Another major challenge in this area is the proper formation
of teachers for Catholic schools. Catholic education also involves other efforts to pass on the faith
beside the Catholic school. This, of course, includes schools of religion, as well as recent initiatives
to catechize families together. Under this major goal also is included adult education and
formation. It is important to cultivate within adult Catholics a desire to continue to grow in their
knowledge of their Catholic faith.
4. Serving those in need - An essential part of the mission of the Church is to make the love of Christ
visible and tangible to those who are poor, vulnerable and on the margins of society. Under this
major goal, the Church’s efforts to protect the unborn and to help mothers’ experiencing a crisis
pregnancy, is included. Also, to reach out to the poor within our communities and to help them
receive what they need physically for their well-being but also to attempt to share with them the gift
of our Catholic faith. It is a critical issue within the Archdiocese how we, as a Church, welcome
immigrants. This is a major opportunity for the Church to bring the love of Christ to those who
may feel like they are aliens within our community.
5. Stewardship - The fifth goal is stewardship. By this I am not referring to efforts to increase the
level of our collections. Stewardship is really a way of life. It is a way of looking at life.
Stewardship fosters within us a profound gratitude resulting from our seeing everything as God’s
gift to us. It is out of this profound gratitude that we inevitably are motivated to want to return
some of what God has given us to Him. Stewardship also involves the proper management with the
resources that are entrusted to the Church. It is an important responsibility at every level of the
Church that we do our best to maximize the resources entrusted to us which have been given at
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great sacrifice by our people.
ABOUT THIS HANDBOOK
This handbook is a synthesis of the policies and practices of the Archdiocesan Church.
All policies in this handbook apply to all employees who serve in the Chancery offices
and Savior Pastoral Center, unless otherwise noted.
This handbook is intended to acquaint employees with the personnel policies, procedures
and benefits at the Chancery offices and Savior Pastoral Center. All employees should
familiarize themselves with the content of this handbook, for it will answer many
common questions concerning their employment.
The policies and/or benefits described in this handbook may be changed, revised,
suspended, or eliminated as necessary. Employees will be notified of changes or
revisions as they occur. This handbook has been reviewed by legal counsel to be in
conformity with applicable state and federal laws that apply to the Church. The only
recognized deviations from the stated policies are those authorized and signed by the
Archbishop or his designee.
This handbook is not an employment contract, expressed or implied, and is not intended
to create contractual obligations of any kind. Neither the employee nor the Archdiocese
is bound to continue the employment relationship if either chooses, at its will, to end the
relationship at any time for any lawful reason. No one other than the Archbishop or his
designee has the authority to enter into any legally enforceable contract with an employee
or make any legally enforceable promise with such an employee. A legally enforceable
contract or promise must be in writing and signed by the Archbishop and/or his designee
and the employee.
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ARCHDIOCESAN-WIDE POLICIES
The Archdiocese of Kansas City in Kansas has in place:
Harassment Policy - A copy of this policy is given to all new employees
and the signed receipt of this policy must be provided to the Human
Resources office for the personnel file of each employee.
Child Protection Policy - A copy of this policy is given to all new
employees and the signed receipt of this policy must be provided to the
Human Resources office for the personnel file of each employee.
Code of Ethical Standards - A copy of this policy is given to all new
employees and the signed receipt of this policy must be provided to the
Human Resources office for the personnel file of each employee.
Please refer to these policy documents for specific provisions. Any violation of these
policies may lead to disciplinary action up to and including termination of employment.
Employment of Family Members
In all Church offices, schools and parishes there is need for a high degree of
confidentiality, integrity, objectivity and professionalism. As a result of a
supervisor’s/manager’s responsibilities to supervise, assign work, deal with potential
performance problems and conduct performance appraisals, a perceived or potential
conflict of interest arises when immediate relatives are within their supervisory scope.
Similar problems may arise when related employees share the same work location.
A relative of a current employee may be employed only if the current employee relative
is not a direct supervisor or a supervisor once removed for the position being filled.
This policy applies to all employees of the Church in the Archdiocese of Kansas City in
Kansas. Employees as of November 2007 are grandfathered. Any exceptions to the
above policy must be granted explicitly, in writing, by the Archbishop.
For the purposes of this policy, a ‘relative’ or ‘related employee’ means a current or
former spouse, parent or step-parent, guardian, child or step-child, sibling, grandparent,
grandchild, parent in law, son or daughter-in-law, nieces or nephews or any person
sharing the same address as the employee.
If employees become related during their employment with the Archdiocese, every effort
will be made to reassign reporting relationships to accommodate the above policy. If this
is not possible, both tenure and job responsibilities will be considered in determining a
solution, which may include termination of one of the individuals.
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EQUAL EMPLOYMENT OPPORTUNITY
The Archdiocese honors the sacredness of every person and values compassion and
respect for all people. The Archdiocese is committed, in Christian charity, to justice and
fairness in all dealings with its employees. As followers of Christ, all employees have a
moral and social obligation to treat everyone fairly and with respect.
The Archdiocese values diversity. In order to provide equal employment and
advancement opportunities to all individuals, employment decisions at the Archdiocese
will be based on legitimate, nondiscriminatory criteria, including merit, qualifications,
and abilities. Employees are assured of equal opportunity in employment with regards to
recruitment, placement, training, compensation, discipline, promotions, demotions,
layoffs, and all other conditions and terms of employment without discrimination on the
basis of race, color, sex, national origin, age, disability, genetic information, veteran
status or any other characteristic protected by law, except religion.
Because the staff assists the Archbishop in fulfilling his role as shepherd to all the
Catholic faithful in the Archdiocese, it is expected that all employees be practicing
Catholics, in good standing. Any exception must have the approval of the Archbishop or
his designee.
Employees with questions or concerns about any type of unlawful discrimination in the
workplace must bring these issues to the attention of their immediate supervisor or the
Director of Human Resources. Employees can raise concerns and make reports without
fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination,
including retaliation, will be subject to disciplinary action up to and including termination
of employment.
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EMPLOYMENT CLASSIFICATIONS
The following classifications are provided by the U.S. Department of Labor for the
purposes of ensuring fair pay. These classifications do not guarantee employment for any
specified period of time. Accordingly, the right to terminate the employment relationship
at will at any time is retained by both the employee and the Archdiocese.
Each employee is designated as either NON-EXEMPT or EXEMPT from federal and
state wage and hour laws. NON-EXEMPT employees are entitled to minimum wage
and overtime pay under the specific provisions of federal law. EXEMPT employees are
not entitled to overtime pay.
Exempt employees are those whose job duties are primarily executive,
administrative, professional or supervisory in nature as defined by federal law.
The nature of such jobs will sometimes call for more than a normal work
schedule, e.g. some evening or weekend work. The compensation for Exempt
employees will be determined on an annual salary basis, and paid on the regular
pay schedule regardless of the number of hours worked during a pay period.
Non-Exempt employees are generally employees such as clerical, technical, data
entry and secretarial. These employees are covered by wage and hour laws, and
will be compensated based on an hourly rate for each hour actually worked.
Non-Exempt employees must be paid one and one half times their hourly rate for
any hours over 40 worked in a given week.
The Chancery payroll for Non-Exempt employees is based on 37.5 hours per
week. Hours worked more than 37.5 and up to 40 hours must be reported on the
timesheet and will be paid at the normal hourly rate in addition to the salary.
The following employment classifications define employment status and determine
benefit eligibility.
REGULAR FULL-TIME employees are those who are not in a temporary role and who
are regularly scheduled to work the full-time schedule. They are fully eligible for
Archdiocesan benefits, subject to the terms, conditions, and limitations of each benefit
program. A full-time schedule for Chancery office staff consists of 37.5 hours per week.
A full-time schedule for Savior Pastoral Center staff consists of 40 hours per week.
REGULARLY SCHEDULED PART-TIME employees are those who are regularly
scheduled to work less than the full-time work schedule. Regular part-time employees
who work a minimum of 30 hours per week on a continuous basis are eligible for
Archdiocesan benefits, subject to the terms, conditions, and limitations of each benefit
program. Part-time employees who regularly work fewer than 30 hours per week are not
eligible for most benefit plans. Sick time, vacation time, Holy Day and holiday pay are
prorated according to the number of regularly scheduled hours a part-time employee
works.
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TEMPORARY employees are those who are hired as interim replacements, or
temporarily supplement the workforce or to assist in the completion of a specific project.
Employment assignments in this category are for a limited duration. However, the
arrangement can be terminated at any time. Employment beyond any initially stated
period does not in any way imply a change in employment status. Temporary employees
retain that status unless and until notified of a change in writing. They are not eligible for
vacation, sick or holiday/holy day pay, or any Archdiocesan benefits programs.
POSITION DESCRIPTION
It is important that all offices have a position description for all positions. Employees or
their supervisor may contact the Human Resources office at any time to update a position
description. Employees should review their position descriptions with their direct
supervisor each year at the time of performance evaluations. If job duties have
significantly changed since the last review, it is the supervisor’s responsibility to contact
the Human Resources office for guidance in updating the position description.
Additionally, the Human Resources office may periodically request that each office
update position descriptions to reflect actual duties of their positions.
PROFESSIONAL DEVELOPMENT
The Chancery supports the on-going professional development of staff members and will
provide appropriate time off and funding, within budget and with prior approval of the
supervisor. Attending approved professional development is a work commitment
requiring participation. Attendance does not excuse an employee from conducting
normal, necessary job functions, such as daily communication with coworkers as needed,
responding to email and voicemail, etc. Employees may be required to show
documentation of their attendance and discuss learning outcomes with their supervisor at
the completion of the program.
OUTSIDE EMPLOYMENT
Employees may hold outside jobs as long as they meet the performance and attendance
standards of their job. Employees will be judged by performance standards as they apply
to their position and are expected to adhere to their prescribed work schedule, regardless
of any existing outside work requirements.
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ACCESS TO PERSONNEL FILES
A personnel file is maintained on each employee. The personnel file includes such
information as the employee's job application, resume, records of training, documentation
of performance appraisals, salary increases and other employment records. The
personnel file also includes signed acknowledgements of the Archdiocesan policies and
the background check verification. No medical information is maintained in the
personnel file. Additionally, the Human Resources office maintains records of benefits
and payroll information. Strict confidentiality is maintained on all employee information.
Employees’ personnel files are the property of the employer and are retained in the
Human Resources office. Access to the information it contains is restricted and
confidential. Generally, only the Archbishop, Chancellor, supervisors and management
personnel have a legitimate reason to review information in a file.
If an employee wishes to review his or her own file, they must contact the Director of
Human Resources. With reasonable advance notice, an employee may review his or her
file in the Human Resources office in the presence of an employee from that office.
PERSONAL DATA CHANGES
It is the responsibility of each employee to promptly notify the Human Resources office
of any changes in personal data. Legal name, personal mailing addresses, telephone
numbers, emergency contacts and beneficiaries should be accurate and current at all
times.
KEYS AND ACCESS CARDS
Keys and electronic access cards to the outside doors and keys to individual offices are
given to Full-Time Employees and Regularly Scheduled Part-Time Employees as
necessary. An acknowledgment form must be signed by the supervisor and employee,
and will be kept on file in the Human Resources office. Upon termination of
employment, it is the responsibility of the supervisor to return the keys and access cards
to the Director of Administrative Services.
EMPLOYMENT REFERENCE CHECKS
All inquiries for references on current or former employees must be referred to the
Director of Human Resources for further consideration in determining a response.
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CHANCERY OFFICE HOURS
The regularly scheduled Chancery office hours are 8:30 A.M. to 5:00 P.M., Monday
through Friday.
WORK SCHEDULE FOR EMPLOYEES
To maintain a safe and productive work environment, the Archdiocese expects employees
to be reliable and punctual in reporting for scheduled work. Absenteeism and tardiness
place a burden on other employees and on office operations. In the rare instances when
employees cannot avoid being late to work or are unable to work as scheduled, they must
notify their supervisor or the Director of Human Resources as soon as possible in
advance of the anticipated tardiness or absence. Poor attendance and excessive tardiness,
regardless of the reason, are disruptive. Either may lead to disciplinary action, up to and
including termination of employment when lawful.
VARIATIONS IN INDIVIDUAL WORK SCHEDULES
Any exception to the regular work schedule must meet the business needs of the
department and be approved by the supervisor. A change in schedule may be occasional
or ongoing. Reasons for having an ongoing exception should be documented and
presented by the office director/consultant to the Director of Human Resources and
placed in the individual’s personnel file. In the matter of scheduling, it may not always
be possible for the director to honor an employee’s request due to the nature of the work
assignment and/or the need to cover office hours, however, it is the intention to give all
possible consideration to the individual needs of the employees.
APPOINTMENTS
As a general rule, employees should try to minimize personal and medical appointments
during regularly scheduled work hours. When an appointment needs to be scheduled
during the work hours, the employee should consult with the supervisor for approval.
The time away may be made up as mutually agreed upon or applied to other authorized
time off (sick or vacation leave, as applicable).
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EMERGENCY CLOSURES – SNOW AND ICE
When the Catholic Schools in Johnson and Wyandotte Counties close because of snow
and/or ice, the Chancery offices will automatically have a delayed opening until 10:00
a.m. (Ordinarily these announcements are made before 6:00 a.m. on the local news). If
the office is closed all day, the message will be on the Chancery voice mail system by
9:00 a.m.
If individual circumstances prevent an employee from following the decision for the
Chancery offices to remain open during severe weather conditions, it is the employee’s
option to take the day off and use vacation leave or with supervisor’s approval, make up
the time later in the workweek. Employees determining that it is necessary for them to
stay home must notify their supervisor as soon as possible. If the employee’s supervisor
cannot be reached, the employee must leave a message on the supervisor’s voicemail and
then contact Human Resources to ensure that the employee’s absence is properly
reported.
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FLEX TIME
In order to provide additional flexibility to employees’ work schedules and reduce travel costs, employees
are provided with a Flex Time scheduling option. The implementation of this option should in no way
negatively impact the service provided to constituents throughout the Archdiocese or to coworkers.
Depending upon specific job duties and the approval of one’s supervisor, an employee may choose to work
a compressed workweek.
Two schedule options are available, both ensuring that full-time staff members fulfill their workweek
obligations:
1) One day off per week (3 days @ 9.5 hours, 1 day @ 9 hours and 1 day off)
2) One day off every other week (Over a 10-workday period, 3 days @ 9 hours/day, 6 days @ 8
hour/ day and 1 day off)
This policy will be implemented on an individual basis and is only possible with the approval of one’s
supervisor with the following considerations taken into account:
All employees are eligible to request a flexible schedule, but specific job duties and the needs of
the department and the Archdiocese are to be weighed by the supervisor when approving/denying
a flex time request.
The supervisor must approve an individual’s flex time schedule prior to the implementation date.
Participation in this policy is voluntary; an employee may choose not to participate.
One member of a department (or designated back-up) is required to be on-site on any given
work day.
Staff must keep their email and voice mail messages current when they are out of the office.
Messages should be specific in directing callers/emailers to someone if they need immediate
assistance.
A scheduled holiday/holy day will always be recorded as 7.5 hours for full-time Chancery
employees, or for those who work 30 hours or fewer per week the normal number hours that
employee works when not on the flex schedule. In order to fulfill a regular work week on
weeks when a holiday/holy day occurs, full-time Non-Exempt employees must make certain
that the balance of work hours are actually worked in the remaining days of the week (or two-
week if on 9/75 schedule) work period. Exempt employees must keep the regular office hours
in mind and ensure that their job responsibilities are met each week.
In a week when sick and/or vacation time is taken, the reduction in hours will be in accordance
with the schedule that the employee has designated (i.e., a 9-hour day missed will result in
charging 9 hours against the appropriate leave balance. In the event that time is scheduled off
in advance of being taken (i.e., for a scheduled vacation, etc.), the employee may choose to
work regular work hours that week, therefore each day missed will reduce the accrued balance
by 7.5 hours.
The number of hours worked each day and the scheduled day off should be consistent and vary
only when absolutely necessary. Schedules that are allowed to vary week-to-week may create
frustrations for coworkers. The supervisor has the discretion to approve changes in schedules
when it is necessary.
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COMPENSATORY TIME
Compensatory time off in lieu of pay is not allowed.
Non-Exempt Employees
Compensatory time is not allowable under federal law for Non-Exempt employees (as described
in the Employment Classification section). Any time worked in excess of the normal 37.5 work
week must be paid hour-for-hour at the employee’s normal hourly rate. Any time worked in
excess of 40 hours in one week must be paid at one and one half times the employee’s normal
hourly rate. In order to avoid overtime pay, a supervisor may adjust the work schedule of a non-
Exempt employee for a given week.
Exempt Employees Exempt employees (as described in the Employment Classification section) must often work
other than the normal work day or work week due to the nature of their position. These
employees are responsible for a body of work which may include extended hours, nights and
weekends. When duties demand an extraordinary work schedule, a supervisor may allow an
adjustment to the normal work day or week. There is no legal requirement or obligation to grant
schedule adjustments for Exempt employees. A supervisor may choose to grant or deny requests
for schedule adjustments at the supervisor’s discretion. Time off under these circumstances
should never be expected on an hour-for-hour basis. Exempt employees must ensure that any
time taken off not interfere with completing their job duties or interrupt the normal functioning
of their office.
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TIME RECORDING
Non-Exempt Employees
Accurate record keeping of time worked is the responsibility of each individual Non-Exempt
employee. Federal and state laws require that accurate records be kept in order to calculate
employee pay and benefits. Time worked is defined as all the time actually spent on the job
performing assigned duties. It is the employee’s responsibility to record hours worked on a
timesheet provided by the Human Resources office and present it to their supervisor. The
employee is also responsible for reporting any vacation or sick leave used. The supervisor must
review and certify its accuracy by signing and submitting it for payroll processing.
Exempt Employees
Exempt employees do not track hours for pay purposes. They receive a salary based on job
responsibilities and outcomes. While Exempt employees must not report the number of hours
they work on their timesheet, they must accurately report any vacation or sick time used during
the time period. If no vacation or sick time is used during a pay period, the Exempt employee
must submit a blank timesheet indicating that no sick or vacation time was used. The
employee’s supervisor must review and sign the timesheet before submitting it for payroll
processing.
Altering, falsifying, destroying, and/or tampering with time records may result in disciplinary
action, up to and including termination of employment. Timesheets should be delivered to the
Human Resources office by the deadline established for each pay period, generally three to four
days prior to payday. The Human Resources office may delay pay for any employee who fails to
submit his or her signed timesheet by the established deadline.
PAYROLL
All new employees are required to sign up for direct deposit at the beginning of their
employment. It is the responsibility of the individual employee to submit any bank account
changes to the Human Resources office prior to payroll processing. Direct deposit authorization
forms are available in the Human Resources office and must be accompanied by a voided check
to implement bank account changes.
Payroll is processed by the payroll administrator in the Human Resources office and paydays are
on the 15th and the last day of the month or the last work day before those days.
PAYROLL CONFIDENTIALITY
Rates of pay are strictly confidential to the employee, their supervisor(s), and the Human
Resources office.
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PAY INCREASES
The annual budgeting process determines whether or not pay increases are given during a fiscal
year. If allowed, pay increases will be based on an individual’s annual performance review.
Salary adjustments are effective July 1.
REIMBURSEMENT OF EXPENSES
Employees will be reimbursed for expenses that are incurred as a result of job duties (meals,
transportation, lodging, parking, tolls, etc). Automobile mileage, other than the employee’s
normal commute to and from their home, will be compensated at a rate set by the Archdiocese.
Actual expenses incurred in attendance at conferences, conventions, and the like, with prior
approval of the supervisor, are reimbursed. Meals during regularly scheduled Chancery office
hours are not reimbursable unless directly associated with external business, training or
overnight travel. Expense reports with supporting documentation must be approved by the
supervisor before being presented for reimbursement to the Accounting office.
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SEPARATION PAY FOR EMPLOYEES NOT UNDER CONTRACT
Employees who involuntarily lose their jobs due to a reduction in force or for a reason other than
moral or legal misconduct are provided separation pay based upon either their type of position or
their years of service.
Eligible employees who have been in a management position that is classified as Exempt under
the guidelines of the Department of Labor are entitled to two months of separation pay.
Eligible employees in positions classified as Non-Exempt under the guidelines of the Department
of Labor are entitled to separation pay based on their years of service. An individual who has
worked 6 months or less receives one week of separation pay. An individual who has completed
one year of service receives two weeks of separation pay. Individuals who have worked more
than one year receive one week of pay for each year of additional service, not to exceed a total of
six weeks of separation pay.
During the separation period, benefits continue at the same rates and levels of coverage as were
in place while the individual was employed. At the end of the separation period, the individual
will be offered the option to continue benefits under the Continuation of Benefits policy.
Employees accepting a separation package for a period greater than two weeks must sign an
agreement releasing the Archdiocese of any legal claims related to their employment.
UNEMPLOYMENT INSURANCE
Employees are not covered by Unemployment Insurance. The Church is exempt from
contributing to the State of Kansas Unemployment Insurance program.
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BENEFITS
Eligible employees are provided a wide range of benefits. A number of the programs (such as
Social Security and workers’ compensation) cover all employees in the manner prescribed by
law.
Benefits eligibility is dependent upon a variety of factors and is addressed in the section on
employment classifications. Details of these programs will be explained to new employees by
the Human Resources office and each year during the open enrollment period.
BENEFIT PLANS
Please see the Guide to Benefits for the current year, which explains all benefits offered to
eligible employees.
TUITION GRANT
Employees of the Chancery offices and Savior Pastoral Center who have children attending an
Archdiocesan Catholic school receive a grant to cover a portion of the cost of tuition for each
child. It is the employee’s responsibility to submit a completed tuition grant voucher each
semester to the Human Resources office.
WORKERS' COMPENSATION INSURANCE
Employees are provided with a comprehensive workers' compensation insurance program as
required by law. This program provides coverage for injury or illness that is sustained in the
course of employment. Work-related injuries must not be claimed through the employee’s health
insurance program.
Work-related injuries or illnesses must be reported to the supervisor immediately, no matter how
minor. This ensures that the incident is recorded in the event that medical services need to be
accessed. The supervisor must contact the Human Resources office immediately to assist in
facilitating the reporting process.
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VACATION BENEFITS
The physical and spiritual well being of all employees is of great concern to the Church. Vacation leave
is an expression of the Church’s concern and appreciation. Regular full-time employees and regularly
scheduled part-time employees are eligible to earn and use vacation time as described in this policy.
The amount of paid vacation time employees receive each year increases with the length of their
continuous employment as shown in the following schedule:
Year <1 5 days
Years 1-4 10 days
Years 5-14 15 days
Years 15+ 20 days
Vacation time is earned each pay period, proportionally to the vacation days allowed for the year(s)
of service. Vacation is based on the anniversary date of employment. The accumulation of vacation
begins on the date of hire.
Increases in vacation accrual rates are effective in the pay period in which the anniversary date falls.
When determining vacation accrual for an employee who transfers from another employer within the
Archdiocese, service credit is given for work with the prior employer.
If an observed Holy Day or holiday occurs during a scheduled vacation period, the employee will not
be charged vacation time for the Holy Day or holiday.
Vacation time off is paid at the employee's base pay rate at the time vacation is taken.
It is encouraged that vacation time be used within the year it is earned. In the event that available
vacation is not used by the end of the year, paid vacation days may accumulate to a maximum of
thirty (30) days, at which point further accumulation will stop until all or a portion of the vacation
days are taken.
Vacation pay cannot be granted in lieu of taking actual time off.
Regularly scheduled part-time employees earn vacation according to years of service and are prorated
based on the number of hours they work per week. Part-time employees must use vacation for the
same number of hours per day that they normally work.
Upon termination of employment, eligible employees will be paid for unused vacation time that has
been earned through the last day of work.
Unpaid vacation leave is only available to employees if they do not have paid leave accrued. To
receive payment for vacation time beyond the accrued time available, approval from the supervisor
and the Director of Human Resources is required. If a negative balance occurs beyond two pay
periods, unpaid leave must be taken for missed work until a positive balance is again available.
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SICK LEAVE BENEFITS
Regularly scheduled full and part time employees are eligible to earn and use sick leave as described in this
policy.
Eligible employees will accrue sick leave benefits, proportionally at the rate of 7 days per year. The
accumulation of sick leave begins on the date of hire.
Regularly scheduled part-time employees receive sick leave benefits prorated by the number of hours
they work per week.
Eligible employees may use sick leave benefits for an absence due to their own illness or injury or that
of an immediate family member or relative who relies on the employee for care.
Employees who are unable to report to work due to illness, injury or any health needs should notify
their direct supervisor before the scheduled start of their workday if possible. The direct supervisor
must also be advised of any on going absence. If the supervisor is not available, absences should be
reported to the Director of Human Resources.
Absence due to medical or dental appointments should be reported as sick leave unless the missed
work time is rescheduled during the same work week. Exempt employees are not required to report
sick leave unless they are absent from work for a half-day.
Sick leave benefits will be calculated based on the employee's base pay rate at the time of absence.
Unused sick leave benefits will be allowed to accumulate until the employee has accrued a total of 30
work days of sick leave benefits. If the employee's benefits reach this maximum, further accrual of
sick leave will be suspended until the employee’s balance falls below the limit.
Sick leave benefits are intended solely to provide income protection in the event of illness or injury,
and may only be used for this purpose. Unused sick leave benefits will not be paid to employees.
Accumulated sick leave is forfeited upon termination of employment.
Sick leave pay may be coordinated with short term disability pay. An employee may use sick pay for
the seven day waiting period and begin to receive the disability payments on the eighth day. If a sick
leave balance is available, it must be used to pay the prorated portion of pay not covered by short-term
disability.
Unpaid sick leave is only available to employees if they do not have paid leave accrued. If a negative
balance occurs beyond two pay periods, unpaid leave must be taken for missed work until a positive
balance is again available.
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HOLY DAYS AND NATIONAL HOLIDAYS
Feast Days in the Church are an important part of all employees’ lives as Catholics. National holidays are an
important part of employees’ lives as Americans.
All employees will be granted holiday time off on the holidays listed below:
New Year's Day (January 1)
Martin Luther King, Jr. Day (third Monday in January)
Memorial Day (last Monday in May)
Independence Day (July 4)
Labor Day (first Monday in September)
Thanksgiving and Friday after
Christmas (December 25)
If a holiday falls on a weekend, either the Friday before or the Monday after (which ever is closest) shall be
granted as the holiday.
Additional Holy Days are granted, recognizing their importance in the life of the Church. When the
following Holy Days fall on a work day, they are observed as days off:
Good Friday (Friday before Easter)
Feast of the Assumption, Aug. 15
Feast of All Saints, Nov. 1
Feast of the Immaculate Conception, Dec. 8
No other day is given when these Holy Days fall on Saturday or Sunday.
By decision of the U.S. Bishops, with Vatican approval, when these Holy Days fall back-to-back with
Sunday, that is, on a Saturday or Monday, the obligation of Mass attendance is lifted. Therefore, no other
day is given as a day off.
Regularly scheduled full-time employees are eligible for all Holy Days and holidays with pay. Regularly
scheduled part-time employees are paid for holidays and Holy Days only if they fall on a regularly scheduled
work day and are paid for the number of hours they would normally work that day. Temporary employees
and employees working irregular schedules do not receive holiday or Holy Day pay.
GIFT DAYS
Gift days are additional days off granted by the Archbishop. Gift days are not listed as regular holidays
because they are given at the Archbishop’s discretion. Some gift days are added to the listing of scheduled
days off provided biannually by the Chancellor.
For time keeping purposes, gift days are treated in the same manner as holidays and Holy Days.
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FAMILY AND MEDICAL LEAVE
The Family and Medical Leave Act (FMLA) provides eligible employees with up to 12 workweeks of
unpaid leave in a 12 month period for specified family and medical reasons, or for any “qualifying exigency”
arising out of the fact that a covered military member is on active duty or has been notified of an impending
call or order to active duty, in support of a contingency operation. FMLA also allows eligible employees to
take up to 26 workweeks of unpaid leave in a single 12 month period to care for a covered servicemember
with a serious injury or illness. During this leave, an eligible employee is entitled to continued group health
plan coverage as if the employee had continued to work. At the conclusion of the leave, subject to some
exceptions, an employee generally has the right to return to the same or to an equivalent position with
equivalent pay, benefits and other employment terms.
To be eligible for FMLA, an employee must meet the following criteria:
Must be employed by the Archdiocese for at least 12 months (which need not be consecutive); and
Must have worked at least 1,250 hours during the 12 month period immediately preceding the
commencement of the leave.
FMLA leave may be taken for any one, or for a combination of, the following reasons:
The birth of a child or to care for a newborn child of the employee;
The placement of a child with the employee for adoption or foster care or to care for the newly
placed child;
To care for the employee’s spouse, child or parent (but not in-law) with a serious health condition;
The employee’s own serious health condition that makes the employee unable to perform one or
more of the essential functions of his or her job;
Qualifying exigencies arising out of the fact that the employee’s spouse, child, or parent is on active
duty or call to active duty status as a member of the National Guard or Reserves in support of a
contingency operation; and/or
To care for a spouse, child, or parent who is a covered servicemember with a serious injury or
illness.
A “serious health condition” is an injury, illness, impairment, or physical or mental condition that involves
inpatient care or continuing treatment by a health care provider.
Limitations on Leave
Leave to care for a newborn or for a newly placed child may not be taken intermittently or on a reduced work
schedule unless the employer agrees with respect to an individual leave request. Leave to care for a newborn
or newly placed child must conclude within 12 months after the birth or placement of the child.
When both spouses are employed by the same employer, they are together entitled to a combined total of 12
workweeks of FMLA leave within the designated 12 month period for the birth and care of a newborn child,
adoption or foster care placement of a child with the employees, and to care for a parent (but not in-law) with
a serious health condition. Each spouse may be entitled to additional FMLA leave for other qualifying
reasons (i.e., the difference between the leave taken individually for any of the above reasons and 12
workweeks, but not more than a total of 12 workweeks per person).
For example, if each spouse took 6 weeks of leave to care for a newborn child, each could later use an
additional 6 weeks due to his or her own serious health condition or to care for a child with a serious health
condition.
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Leave because of an employee’s own serious health condition, or to care for an employee’s spouse, child or
parent with a serious health condition may be taken all at once or, where medically necessary, intermittently
or on a reduced work schedule. If the employee takes leave intermittently or on a reduced work schedule
basis, the employee must, when asked, attempt to schedule the leave so as not to disrupt the employer’s
normal business operations. The employer may temporarily transfer such employee to an alternative position
with equivalent pay and benefits for which the employee is qualified and which better accommodates
recurring periods of leave.
Requests for FMLA Leave
An employee should request FMLA leave by contacting the Director or Human Resources either in person or
in writing.
When leave is foreseeable for childbirth, placement of a child or planned medical treatment for the
employee’s or family member’s serious health conditions, the employee must provide Human Resources and
the employee’s supervisor with at least 30 days advance notice. When the timing of the leave is not
foreseeable, the employee must provide the employer with notice of the need for leave as soon as practicable.
Paid and Unpaid Leave
FMLA provides eligible employees with up to 12 weeks of unpaid leave. If the employee has accrued
vacation or sick leave, the employee must run the paid leave concurrently with FMLA leave. Any paid leave
used for a FMLA qualifying reason will be charged against an employee’s entitlement to FMLA leave. This
includes leave for disability or workers’ compensation injury/illness, provided that the leave meets FMLA
requirements. The substitution of paid leave for unpaid leave does not extend the 12 workweek leave period.
Return from FMLA Leave
An employee is entitled to reinstatement only if he or she would have continued to be employed had FMLA
leave not been taken. Thus, an employee is not entitled to reinstatement if, because of a layoff, reduction in
workforce or any other reason the employee would not be employed at the time job restoration is sought.
If the employee does not return to work following the conclusion of FMLA leave, the employee will be
considered to have voluntarily resigned. The employer may recover health insurance premiums that it paid
on behalf of the employee during any unpaid FMLA leave.
This policy is intended to comply with the provisions of the Family and Medical Leave Act of 1993 and all
subsequent amendments. Nothing in this policy should be interpreted to create any additional rights to leave
and/or benefits other than mandated by federal law.
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FUNERAL \ BEREAVEMENT LEAVE
In cases of death in the immediate family, an employee eligible for benefits is granted up to three working
days off with pay as bereavement leave. Immediate family is defined as spouse, child, parent, brother, sister,
father-in-law, mother-in-law, grandparent, grandchild, and a relative residing in the employee’s home.
For the death of other relatives, including aunts, uncles, cousins and other in-laws, the employee is granted
one day off with pay.
Other time off as necessary may be taken as vacation time, or unpaid time, as arranged with the employee’s
supervisor. If the death occurs during a vacation, adjustments may be made to provide for the bereavement
leave.
JURY DUTY LEAVE
Employees are encouraged to cooperate in the civic responsibility of serving in the jury system when
requested or when subpoenaed to the court.
An employee who is summoned for jury duty is responsible for submitting to his or her supervisor a letter
from the Court (summons) verifying this fact as soon as possible before reporting to court. The employee
will be paid the difference between regularly scheduled hours paid and the amount received from the court
for jury duty. When attendance in court is not required, the employee should return to their work assignment.
On any day that one is excused by the court by noon, he/she is expected to return to work for the remainder
of the day.
While on jury duty, the employee continues to accrue all appropriate benefits.
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WHISTLE-BLOWER PROTECTION
If any employee knows of or has a suspicion of misconduct, dishonesty or fraud, the
Director of Human Resources should be contacted immediately. If the alleged
wrongdoing concerns the Director of Human Resources, the Vicar General or Chancellor
should be notified instead.
If the Director of Human Resources, Vicar General or Chancellor receives information
about misconduct, dishonesty or fraud, they shall determine the procedure for
investigating all credible allegations.
At all times, the privacy and reputation of individuals involved will be respected. There
will be no punishment or other retaliation for the reporting of misconduct under this
policy. If the person providing the information requests anonymity, this request will be
respected to the extent that doing so does not impede any investigation.
For the purposes of this policy, the definition of misconduct, dishonesty and fraud
includes but is not limited to:
Acts which are inconsistent with Archdiocesan policies (including the
Harassment Policy, Child Protection Policy and Code of Ethical Standards)
Theft or other misappropriation of Archdiocesan assets and resources
Misstatements or other irregularities in records
Incorrect financial reporting
Illegal activities
Forgery or alteration of documents
Any other form of fraud
Violation of canon law
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SMOKING IN THE OFFICE
The Catholic Chancery offices and Savior Pastoral Center observe a smoke free
environment.
SUBSTANCE AND ALCOHOL ABUSE
The Archdiocese has a vital interest in maintaining a safe, healthful and efficient work
place for its employees. Substance abuse poses an unacceptable risk to all our employees
and is strictly prohibited.
The following activities involving the unauthorized use of alcohol are expressly
prohibited:
The excessive use of alcohol on or off work premises during work hours or
while traveling for business.
Returning to work after the excessive use of alcohol.
Any activities involving illegal drugs or controlled substances are expressly prohibited on
or off the job.
The Archdiocese encourages all employees to notify their supervisor of any violation of
this policy.
If it is determined that an employee appears to be impaired by alcohol or illegal drugs
while on the Archdiocese’s premises or while on duty off-site, the employee may be
asked to submit to the appropriate testing. A refusal by the employee to submit to testing
will be viewed as if the employee is impaired and appropriate disciplinary action will be
taken.
If the employee is tested and the results are positive, the employee will be sent home and
is subject to disciplinary action up to and including termination. For the purposes of this
policy, “illegal drug” refers to any non-prescription drug or abused prescriptions
regulated under the Federal Controlled Substance Act.
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PERSONAL APPEARANCE
The Chancery office is a professional office building. All employees – men, women, lay
and religious - are expected to dress in modest and appropriate business attire. The attire
of Chancery office employees reflects the professionalism with which work is conducted.
Jeans, shorts, t-shirts, tennis shoes and “flip flops” are not acceptable attire. Additionally,
employees are expected to maintain proper grooming and personal cleanliness standards
that are consistent with a professional place of work.
Those who work in an environment other than an office should wear clothing appropriate
for the safe execution of their duties.
CHILDREN AND OTHER GUESTS IN THE OFFICE
The work environment is never an appropriate place for childcare. Children and other
guests are welcome for short visits as long as they are not disruptive to other employees.
PETS IN THE OFFICE
Pets are not allowed in the offices.
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TORNADO WARNINGS
In the event of a tornado in the area, all employees are to quickly and safely move to the
designated tornado shelter area, as shown on the attached map.
All employees must exit their offices and go to the first floor using the main Chancery
staircase. On the first floor, employees must pass the main Chancery lobby and go into
the lobby outside the Keleher Conference Center. In the Keleher lobby, employees
should turn right and exit through the first door on the right towards the Savior parking
garage. At the bottom of the steps, go through the double doors on the right into the safe
underground passageway. Staff should remain in the underground passageway until the
all clear has been given.
FIRE AND OTHER EMERGENCY EVACUATIONS
In the event of a fire or other emergency that necessitates a full building evacuation, it is
important that all employees exit the building in a quick and orderly fashion. In such a
situation, it is imperative that all employees meet in a designated area to ensure that
everyone is accounted for.
During a fire or other emergency evacuation, employees must quickly leave the building
through the closest exit. The small red dots on the attached map represent all exits in the
Chancery office building. Once safely out of the building, all employees must quickly
move to the fire refuge area (represented by a large red dot in the attached map) in the
parking lot outside the Savior dining hall. Employees must wait in this designated area
until everyone has been accounted for and further instructions have been given.
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CONFIDENTIALITY
Employees are expected to keep the trust of those they serve and of one another. Often,
information received in the routine duties of the offices needs to be handled with
confidentiality, in some instances by law. All employees are expected to honor
confidential information concerning Archdiocesan matters, other employees, and persons
who are served by the various programs of the Archdiocese by keeping such information
private. Failure to do so may result in disciplinary action, including termination of
employment.
For more detail on confidentiality in professional relationships, please refer to the
Archdiocesan Code of Ethical Standards.
COPYRIGHT PROTECTION
Employees are expected to abide by copyright requirements and refrain from illegal
reproduction or use of educational materials, computer software, liturgical music,
photographs, images, logos or any other copyrighted or restricted material.
TECHNOLOGY POLICY
(Coming soon!)
MEDIA RELATIONS
To assure proper and consistent media inquiries, all requests for interviews or
background information should be referred to the Director of Communications and
Planning, who serves as the official spokesperson for the Archdiocese and the
Archbishop.
ARCHDIOCESAN CELL PHONE POLICY
Rationale: Personal communication devices in the form of cellular telephones, smart phones and like
devices are in many ways useful for serving the mission of the Church, enabling timely
communication and access to the internet for information, calendaring and other
functions. Certain roles within the local church’s administrative and ministerial structure
depend heavily on the need for efficient communication and information access in order
to effectively carry out the work of the Church.
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The Archdiocese deems it prudent to bear the cost of providing cellular telephones or
“smart” phones to those employees and ministers of the Church whose positions demand
that they frequently minister in places remote from the Chancery or the ministry’s main
office, or that they be regularly accessible after normal office hours. The Archdiocese
should not provide cellular or smart phones to its employees or ministers merely for the
sake of convenience, but rather when their provision is deemed necessary for the good of
the Church’s mission.
Policy:
The Archdiocese will provide and pay for the use of cellular telephones, “smart” phones
and like devices under the following conditions:
1) The device is obtained from an approved provider and/or under an official contract as
authorized by the Chancellor of the Archdiocese.
2) Devices should be provided only to those employees or ministers who have been
authorized by this policy, to include:
a) Members of the Archbishop’s Administrative Team
b) Lead Consultants or Consultants who regularly conduct ministry outside of their
offices (for retreats, talks, parish visits, etc.)
c) Other Office Heads who need to be reachable after normal office hours in the
event of an emergency (e.g. 24-hr facility Directors, Maintenance Supervisors,
etc.)
d) Only those support or technology staff members who provide critical support
functions and who are “on call” to restore certain functions after normal office
hours.
e) Communications personnel who are engaged in media relations or critical
reporting functions.
3) The determination as to whether or not the phone number is made public (published in
directory, website, etc.) is made by the employee’s or minister’s supervisor.
4) Nature of Use: While the Archdiocese provides communication devices to advance
the mission of the Church, given the nature of personal communications devices, it may
be used for personal communications as long as additional charges are not accrued and as
long as the employee or minister uses the device in compliance with other technology or
computer related policies of the Archdiocese (no access to inappropriate websites, no
storage of confidential data, no use for harassment, etc.)
5) Any deviation from this policy must be approved by the Archbishop or his delegate.
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EMPLOYEE ACKNOWLEDGEMENT FORM
The Human Resources Handbook describes important information about employment at
the Chancery offices and Savior Pastoral Center. I understand that I should consult my
supervisor or Human Resources regarding any questions not answered in this handbook.
Since the information, policies and benefits described here are necessarily subject to
change, I acknowledge that revision to the handbook may occur, and I understand that
revised information may supersede, modify or eliminate existing policies. Only the
Archbishop, or his designee, has the ability to adopt any revisions to the policies in this
handbook.
Furthermore, I acknowledge that this handbook is neither a contract of employment nor a
legal document. I have reviewed this handbook, and I understand that it is my
responsibility to comply with the policies contained in this handbook and any revisions
made to it.
____________________________________________________________________
EMPLOYEE’S SIGNATURE DATE
____________________________________________________________________
EMPLOYEE’S NAME (TYPED OR PRINTED)